London Heads of Procurement Network

DRAFT MINUTES

Date: 20 June 2013 Time: 10.00 am – 12.30 pm

Venue: London Councils 59½ Southwark Street London SE1 0AL

Please ask for Fabian Ashun Jr at reception.

Contact: Ned Mussen Email: ned.mussen@camden.gov.uk

Attendees:

| Borough / Entity | Head of Procurement | Attending (Y/N) | Alternate (if not attending) | |---------------------------|---------------------|-----------------|-----------------------------| | Barnet | Lesley Meeks | N | Susan Lowe | | | Kevin Bates | N | - | | Barking and Dagenham | Martin Storrs | N | | | Bexley | Mick Sullivan | Y | | | Brent | Paul Davies | Y | | | Bromley | Dave Starling | N | Wendy Norman | | Camden | Terry Brewer | Y | | | | Ned Mussen | Y | | | City of London | Gary Dowding | N | | | Croydon | Steve Peddie | N | - | | Ealing | Kate Graefe | N | Tim Smith | | Enfield | David Levy (WF too) | Y | | | Greenwich | Peter Norman | Y | | | Hackney | Mike Robson | N | | | Hammersmith and Fulham | Francis Murphy | Y | | | Haringey | Michael Wood | N | Kim Sanford Janet Siman | | Harrow | Robin Edwards | N | | | Borough / Entity | Head of Procurement | Attending (Y/N) | Alternate (if not attending) | |----------------------------------|------------------------------|----------------|-----------------------------| | Havering | Hassan Iqbal | Y | | | Hillingdon | Perry Scott | N | - | | Hounslow | Brian Pinnell | Y | | | | Mark Pearson | Y | | | Islington | Peter Horlock | Y | | | Kensington and Chelsea | Andrew Lee | Y | | | Kingston upon Thames | Chris Morgan | N | Justine Dennis | | Lambeth | Eugene McLaughlin | Y | | | | Keith Marshall | Y | | | Lewisham | Andy Murray | Y | | | Newham | David Pridmore | Y | | | Merton | Peter Stone | N | Divine Ihekwoaba | | Redbridge | Dave Wood | N | | | Richmond upon Thames | Nick Richmond Smith | N | - | | Southwark | Tania Dyos | N | John Darby | | Sutton | Mark Brewer | Y | | | Tower Hamlets | Zamil Ahmed | Y | | | Waltham Forest | David Levy (Enfield too) | Y | | | Wandsworth | Mark Glaister | N | | | Westminster | Anthony Oliver | N | Kylie Bourke | | | Mandy Gado | | Snowia Hussain | | | Richard Hampson | | | | | Maria Benbow | | | | London Councils | Hugh Grover | N | Jon Rowney | | | Fabian Ashun Jnr | Y | | | LCSG | Caroline Heckscher | Y | | | WLA | Paul Higgins | Y | | | Agenda Items | Actions | |------------------------------------------------------------------------------|---------| | **Apologies for absence** | | | Refer above | | | **1 Introductions (est. 10.00 am)** | | | **Minutes of last meeting** | | | The minutes of last meeting (provided in agenda papers) were reviewed and the following points noted: | | | • The 2013 SOPO conference will be in November this year | | | • The second LPSB newsletter is about to be distributed | | | **2 Presentation by Tri-borough team on outcomes of TFM contract (est. 10.15 am)** | | | Presenter: Glenn Woodhead, Westminster | | | Glenn provided a presentation on the outcomes of TFM contract. The presentation is attached to these minutes. Key outcome was that Amey has been awarded the 10 year contract after a CD process. Savings estimated at 34%. Model doesn't necessarily directly ‘tick the SME box’. Following the presentation, there was a Q&A session in which attendees asked a number of questions. To that end, it was agreed that Glenn check back in relation to LLW application. It was also put forward by Glenn that boroughs would benefit from a longer introduction to the contract. | | | **Action** | | | TB undertook to organise this workshop which would include invitations to Corporate Property colleagues. | TB | | **3 Compete4 presentation & discussion on proposal to switch from Supply4 London as pan-London portal (est. 10.45 am)** | | | Presenter: Patrick Codd, TFL | | | Patrick provided an overview of Compete4. The presentation is attached to these minutes. Key recent development is that BIP (current provider) has been awarded concession contract to continue to operate the system. 90% of packages are private sector to private sector, so SME friendly. Advertising and short-listing tool that then links to relevant e-tendering tool. In April 2012, function was transferred to TFL. | | After the presentation, discussions moved to the proposal to switch from Supply4 London as pan-London portal.

**Decision** There was agreement to move to CompeteFor and close down Supply4London.

| Agenda Items | Actions | |------------------------------------------------------------------------------|---------| | **4 A pan-London commercial proposal for Dynamic Purchasing Systems (est. 11.15 am)** | | | Presenter: Andy Weston, Matrix | | | Andy set out a pan-London commercial proposal for Dynamic Purchasing Systems. The proposal is attached to these minutes. The proposal is based from a direct call off from Pro 5 National Contract 312 - DPS. | | | **Action** | | | TB to organise a demonstration into the training pilot DPS run by Matrix at Camden in in July 2013. | TB | | HoPs are encouraged to review the proposal presented by Matrix and feedback to TB or DP. | All |

| **5 Expenditure analysis (discussion on proposal to use Bravo) (est. 11.45 am)** | | | In the absence of Hugh Grover, the Chair led discussion on the proposal to use Bravo. The proposal would be for a quality spend analytics service, paid for by London Councils and therefor free to boroughs. A data sharing agreement is in place between LC and GPS. | | | **Action** | | | Boroughs are encouraged to speak with DoF in order to facilitate signing up to the data sharing agreement. | All |

| **6 Pan-London E-Tendering strategy (est. 12 noon)** | | | Discussion centred on the issues which were raised in the paper which was provided as part of the final agenda and supporting papers. The results of the discussions that followed were that there is a three track approach to E-Tendering, based on the following solutions: | | | - Due North boroughs (18) | | | - Bravo boroughs (Tri-Borough) (3) | | | - Oracle boroughs (6) | | | Agenda Items | Actions | |------------------------------------------------------------------------------|---------| | **7 Outcomes from sub-group investigating category mapping for London Borough of Camden (est. 12.10 pm)** | | | Ned Mussen presented the outcomes of the LHOPN sub-group which proposed a number of recommendations which were set out in the paper which was provided as part of the final agenda and supporting papers. | | | **Action** | | | HoPs are encouraged to provide feedback on the 3 aims set out in the paper, which are: | All | | • Aim 1 - Provide a sourcing guide for London Local Authorities to consider what they should be procuring locally, sub regionally, regionally and nationally (refer Excel worksheet 2) | | | • Aim 2 - Identify where there are gaps in the above sourcing guide (e.g. where there a recommended regional approach and there is no appropriate mechanism in place) and identify resources to undertake pieces of work to fill the gaps (refer Excel worksheet 3) | | | • Aim 3 - Provide a continuously updated list of frameworks for London Local Authorities that are open for London boroughs (or groups of London boroughs) to call off | | | **8 Closure report on the Category Management Projects (for submission to Capital Ambition) (est. 12.20 pm)** | | | Terry Brewer presented the draft of the closure report. Discussion centred on the issues which were raised in the paper which was provided as part of the final agenda and supporting papers. | | | **Action** | | | HoPs are encouraged to provide feedback on the draft paper, from category leads in particular. | All | | **9 AOB (est. 12.25 pm)** | | | **(1) PQQ Update** | | | Discussion centred on the latest draft of the PQQ which was provided as part of the final agenda and supporting papers. | | | **Action** | | | HoPs are encouraged to provide feedback on the latest draft, to Kim Sanford or Janet Siman, of Haringey. | All |

## Agenda Items

| Agenda Items | Actions | |--------------|---------| | (ii) LCSG Update | | | Caroline Heckscher gave an update on the LCSG: | | | • AGM held on Monday | | | • Website redevelopment to begin | | | • Planning for conference has commenced | | | • Office Supplies to be worked through with GPS / ESPO as mini tender- boroughs need to align approval processes. | | | **Actions** | All | | Ideas sought from HoPs in relation to CIPS training | |

### 10 Future Work Programme and Forward Agenda

- **September 2013**

  - Sub-regional report for South West London Procurement Partnership
  - Childrens Category Update

- **November 2013**

  - Sub-regional report for WLA

**Meetings will be held at London Councils**

### Remaining 2013 LHOPN Dates

Please ensure that these dates are in your diaries

| Date & Time | Place | |-------------|-------| | Friday 20th September 2013 at 10am | London Councils | | Monday 18th November 2013 at 10am | London Councils |